In general term, Demi-official letter is defined as the letter that communicates official correspondence along with personal news is called Demi-official letter or Demi-government letter. These letters are official letters that help attain official objective through personal relationship known as demi-official letters. These letters are less formal than formal letters. There are no strict rules to be followed in drafting such letters.
As these letters are more flexible in nature because of their language, writing style, and presentation, thus, it is practiced widely in communication. However, this letter includes both personal and official information, so it is written for the particular receiver not in a generalized way. People holding the same authority and status usually exchanged this type of letters.
Features of Demi-official Letters-
- Purposes: The main purpose of a demi-official letter is to serve some personal affairs along with official matters. To attain an official objective through personal relationships is the purpose of the demi-official letter. This letter is written to exchange business information with a personal touch.
- Language: It is written in such a language that has a personalized tone. Such a letter can be written through personal gestures for which language seems to be very simple and clear.
- Nature: Its nature is flexible. It is administrative, commerce, and business oriented. It is moderately big in size compared to the formal letters.
- Status: This letter is exchanged among the people who possess the same status. In this letter, the person who writes the letter is quite familiar to the recipient’s status in a friendly way, thus the language is casual and less formal.
- Structure: Demi-official letter does not follow any specific structure. It follows the basic pattern of formal letters, but the language is friendly and away from structured content. It cannot be classified as an official letter.
- Copy: No carbon copy is initiated for these letters as they are written to a specific recipient.
- Salutation and complimentary close: Use of salutation and complimentary close depend on a personal relationship between the sender and receiver.
- Appeal: Its appeal is limited to the specific individual only.
- Enclosure: Use of enclosure in such a letter is a rare case as it belongs to a specific individual.
Attributes of Demi-official letters-
- To succeed in an official objective through personal relationships is the reason for the demi-official letter.
- If the subject matter is confidential in nature, then this type of letter is helpful.
- Its nature is versatile, i.e. combination of personal and official. It is moderately large in size.
- Such a letter can be written through a personal touch for which language seems to be very simple.
- Avoid needless obtrusion by other people and avoid the delay that may be caused by custom official communication.
- It is usually addressed by the name and title of the person who is thought to attend to the focus subject of the letter.
- Salutation normally starts with ‘My Dear X’ ‘Dear Mr./Mrs. Y’
- The appropriate manner of a subscription is ‘Yours sincerely’
- Such a letter is signed by the officer concerned and not by someone else on behalf of the officer.
- Generally, these letters don’t contain carbon copy and enclosure.
- Content of the letter has the tint of personal tone with official information.
Difference between official and demi-official letters-
| Points of difference | Official letter | Demi-official letter |
|
Purpose |
Official interest is served with official letters. |
Official interest with a personal relationship is served with demi- official letters |
| Nature | Is rigid and impersonal with sort of rules and regulations. | Is flexible and personal. Classification |
| Classification | It is formal style. | It is of semi-formal style. |
| Size | Size is small. |
Size is comparatively larger. |
| Structure | A specific structure is mandatory to be followed. | A specific structure is not required to be followed. |
| The official style | Totally official and impersonal style. | Style may be influenced by a personal touch. |
|
Status of the letter |
Always be professionally stated structured. |
Structured with semi-professionally. |
| Use of Language | Conventional and official with decorum. |
Lucid with a friendly tone. |
| Salutation | Follow the official conventions |
Depend on the relationship between sender and receiver. |
| Copy | Carbon copy issued. |
No need for carbon copy. |
| Enclosure | Enclosure is used here. |
Enclosure in the letter is such a rare case. |
| Use of Grammar | Active voice and direct speech. | Passive voice and indirect speech. |
| Application | Application is general. |
Application is limited to the individual. |
|
Complimentary Close |
Officially closed |
Depend on the relationship with receiver. |